The Order maintenance option is used to create,amend or delete orders. It is also utilized to authorize requisitions and convert them to new orders or reject them. A list of orders awaiting authorization can also be displayed. This routine is also used to submit orders for processing and these are output in various formats such as print, mail or fax.
To access order maintenance:
From the Autoline Master menu select the Purchase Ledger option and the Company you require.
The PURCHASE LEDGER menu is displayed.
Select the Sundry order control option.
The SUNDRY ORDER CONTROL menu is displayed.
Select the Order maintenance option.
The Sundry Order maintenance form is displayed.
The Order Maintenance form is displayed when the Order maintenance option is selected from the SUNDRY ORDER CONTROL menu.
The Sundry Order maintenance form consists of the following four tabs:
The following fields are displayed on the Sundry order maintenance form, at the top of the form:
Order:
By selecting one of the following three radio buttons above the CC and O/n fields, (all orders and cost centres are displayed), orders are displayed in the sequence you have selected:
Supplier (such as the Purchase Ledger account code)
Status (what status the order is at)
User (which user created the order)
CC: Cost centre code. The default is taken from the User Details, but can be overridden. This is not used for posting purposes but could be used to drive a report, if required.
O/n: Order number. Use the
button to search for an existing order, alternatively click the Create icon to create a new order.
Menu Bar and Tool Bar:
The next part of the topic assumes that you have now selected an order number and cost centre.
Menu Icon Description Order > Create This button allows you to create a sundry order (if not already created). Order > Open Opens an existing order. Order > Amend The Amend button allows you to amend a sundry order. Order > Delete This button allows you to delete a sundry order. Order > Cancel Cancels your selection. Order > Copy The Copy button allows you to copy a sundry order. Order > Authorise Authorises a requisition, if you are an authorizing user. If there are any requisitions awaiting your authorization, clicking this button enables you to authorize or stop the selected requisition being authorized, and enter some authorization or rejection text. The OK and Cancel buttons are available at this point. Order > Save Saves an amendment or newly created sundry order. Order > Exit Exits to the Sundry Order Control menu. Order > Help Displays help on the current application using the default browser. Tools > Authorise reqs _ Authorises a requisition, if you are an authorizing user. If there are any requisitions awaiting your authorization, clicking this button displays them in a child window. If there are none, Autoline warns you that there are no requisitions awaiting authorization. When a requisition has been authorized, it is saved as an order. When an order is then printed/faxed [i.e submitted], this text is removed. Tools > Last order _ Returns you to the last order worked on. Submission > Print Prints the order Submission > Mail Mails the order Submission > Fax Faxes the order
Check Box:
Status: The Status field displays an alphabetic character which represents the order status of the order currently featured on the form. This field is strictly in display mode.
These statuses are normally:
R: Requisition (awaiting Authorization)
N: New Order
S: Submitted (e.g printed or faxed)
A: Amended since submission
X: Completed (e.g verified/batched)
O: Stopped
The Order header tab consists of the following fields:
Order progress:
Created: Date order was created.
Submitted: Displays the date when the order was printed, faxed or mailed.
Note: The Status also changes to S for Submitted.
Amended: The date when the order was last amended, after submission.
Tip: If an order is amended it requires re-submission.
Supplier details:
PL account: The Purchase Ledger account. An
Name: The name of the supplier.
Address: The address of the supplier.
Post code: The post code of the supplier.
Date Expected: The date of when the order is expected to arrive. Autoline warns the user if the order is overdue.
Update lines:
Select one of the following three radio buttons when amending or updating an order. These determine which order lines are changed, and a new Expected Date is updated onto the order line.
None: Updates no order lines.
Matching: Updates order lines matching a given date.
All: Updates all order lines with the new Expected Date.
Matching: The Matching radio button option is utilized to find all product lines that match the date expected.
First enter a specific date in the Date expected area of the form.
Select the Matching radio button.
Enter the new date on which you expect the products.
The new date replaces all of the original dates that the product lines matched.
Auth text/Sent meth: Refer to the Buttons section in this help topic, and the button labelled Authorise.
Verified: When an order has been matched to an invoice, a flag is set to indicate the order has been matched. The date is then displayed in the Verified field, of when the matching of the order and invoice had occurred.
Delivery details:
Note: The system fills in the default delivery address from the PL system parameters, if one exists. These may be overridden.
Name: The name of company.
Contact: The name of the person to contact within the company, with relation to the delivery.
Address: Address of the company.
Post code: Post code of the company.
Phone/fax: The phone and fax number of the company.
Other fields:
Max order value: This value is taken from the User Details in the System Maintenance Max order value field. This field indicates the maximum order value that the user can create.
Total order value: Displays the total order value of the current order.
When a line on the sundry order form is right-clicked, and either the Create, Amend or Delete option is selected from the menu, an additional form is displayed showing more detail to aid creation/amendment of an order line.
The form consists of the following fields:
Line number: The number of the order line.
Part number: Indicates the part number to be used.Use the
Quantity: Indicates the quantity for the part.
Description: Description of the order line.
Price [Gross Value]: The cost of the order line.
NL Account code: Nominal Ledger account code.
VAT code: Indicates the Value added Tax code.
Expected delivery date: When the goods are expected to arrive. This defaults to the expected date from the Main tab. All of the above five fields are editable by the user, but in many cases the user will accept the information that is defaulted in. Use the
Date received: When the goods actually arrived.
TOTAL: Displays the total amount of the order line (quantity * price).
Check Boxes:
Select either of the two checkboxes, depending on whether you want to create a product or update a product. When an amendment has been made, the program saves all of the information to the product file.
Tip: This is subject to a priority level, held on the PL system parameters/Sundry Orders tab.
Create product
Update product
Note: If the Update checkbox is not selected, the program allows you to overtype any information but does not update the product file.
Tool and Menu Bars:
Menu Icon Description Order > Save Saves the details that have been entered. Be aware that despite the order now being saved, to actually print/fax or e-mail it , you must firstly exit from Order Maintenance, then re-enter the option, select the order, click the Amend button, then the Print, Fax and Mail icons are enabled. By printing, faxing or e-mailing, the status of the order is automatically changed to S (Submitted). Order > Cancel Cancels the action taken so far. Order > Help Displays help on the current application using the default browser.
The Free text tab allows you to type in any amount of text that you want to enter that relates to the order maintenance. You may enter any free text in the space provided on the tab. (This is unlimited.)
Note: If any free text was entered at the requisition stage, it is also displayed here.
Note: The Authorisation tab is strictly in display mode, therefore no amendments or deletions can be made to the information displayed on the form.
The Authorization tab displays a list of users that are required to give authorization to a particular requisition, along with the values that they can authorize.
User ID: The user's ID.
S: Represents the status of the requisition.
Values can be:
Y: Yes it has been authorized by the user.
N: Not authorized by the user.
S: Stopped/not authorized.
Date auth'd: Date the requisition was authorized.
User name: The user's name.
Tip: The following two fields display the minimum and maximum amount of the requisition that may be authorized by the user displayed:
Lower auth limit: This value is held against the User Details.
Higher auth limit: This value is also held against the User Details.
Tip: If any details are omitted, you cannot save the order. The field that is incorrect is highlighted in red.
